Office Operations Specialist

3 weeks ago

Durham, Durham, United Kingdom Durham University Full time
About Durham University

At Durham University, we take pride in our dedicated workforce.

As a globally recognized institution of educational excellence, we foster a unique collegiate community in a historic setting. Durham University stands out as a remarkable place to work.


We offer a diverse range of roles and career opportunities across the University, contributing to a vibrant and successful community that serves as a key hub for regional and national activities.

Whether you are just starting your career, are in the midst of it, or are nearing its conclusion, we have a position that suits your unique skills and talents.

We would be delighted if you considered becoming part of our thriving University. For more information about our institution, please explore our website.

The Role and the Department


Founded in January 1833, Durham University has a rich history, beginning with the donation of 160 volumes to establish the University Library. Today, the University Library and Collections provide essential spaces, collections, expertise, and services that support education, research, and cultural outreach.

Our collections and services span a wide array of libraries, archives, museums, galleries, and exhibition spaces, including a UNESCO World Heritage Site.

Our nationally and internationally recognized collections encompass early books, archives, manuscripts, museum artifacts, and digital materials, catering to a diverse user base that includes university staff, global researchers, students, local residents, and visitors.


We are an ambitious team dedicated to delivering the best experience for our students, researchers, and the broader community.

As valued partners, we collaborate with students, professional services, and academics across the University, as well as with regional, national, and international organizations.


The University Library and Collections comprises six sections: Collections; Customer Services; Education, Learning and Engagement; Research and Systems; Museums, Galleries and Exhibitions; and Administration and Finance.

Our staff work flexibly across these sections, supported by cross-functional groups focusing on Collections, Education, Engagement, User Experience, Operations, Research, Staff Development, and Project Management.

The Administration and Finance Team, led by the

Senior Manager:
Administration and Finance, provides essential support to all sections of the department in administration, finance, and human resources.

They are responsible for developing and implementing efficient processes in these areas, ensuring a high-quality and responsive service to all stakeholders.

Administrators play a crucial role in maintaining the smooth operation of the Administration and Finance functions within Library and Collections.

This includes managing the Finance system for new purchase orders, processing invoices, and generating monthly budget reports.

Responsibilities also encompass administration tasks related to absence reporting, recruitment, managing shared mailboxes, and general office duties. Confidentiality and discretion are paramount due to the sensitive nature of the information handled. The role includes being a purchase card holder, ensuring timely reconciliation of expenses.


This position will primarily be based at the main library, with the expectation of working at various University Library and Collection sites as needed.


As a member of the University Library and Collections, you will be required to work on campus at least three days a week, with the option to work from home for the remaining two days, once fully trained, in coordination with other team members to ensure adequate office coverage.

Benefits of Working at Durham

Joining the University comes with a competitive salary and a host of fantastic benefits, including:

  • 27 days of annual leave, in addition to 8 public holidays and 4 customary days, totaling 39 days per year. The University closes between Christmas and New Year.
  • Comprehensive travel support, including campus parking, a cycle-to-work scheme, and discounts with local transport providers.
  • Extensive health and wellbeing support, including discounted access to state-of-the-art sports and gym facilities and a 24/7 Employee Assistance Programme.
  • On-site nursery facilities and access to holiday camps for children aged 5-16.
  • Family-friendly policies, including generous maternity and adoption leave.
  • A commitment to professional and personal development, with a wide range of courses, apprenticeships, and career advancement opportunities.
  • Opportunities for staff volunteering to positively impact the local community.
  • Discounts available through our benefits portal for various retailers and attractions.
  • Generous pension schemes.
Learn more about our comprehensive rewards and benefits package on our website.

Durham University is dedicated to equality, diversity, and inclusion.


We strive to create an open and inclusive environment where everyone can reach their full potential. Our staff should reflect the diversity of the global community we serve.

As part of our commitment to equality, diversity, and inclusion (EDI), we integrate these principles into our strategic goals and daily operations.

We uphold our values and Staff Code of Conduct, working towards a supportive and inclusive community for all staff and students. We encourage applications from underrepresented groups, including individuals with disabilities, women, and those from black, Asian, and minority ethnic communities.

If you have taken a career break, we welcome relevant information in your application.

We are committed to ensuring fair treatment for candidates with disabilities throughout the recruitment process and will make reasonable adjustments as needed.

What You Need to Demonstrate When You Apply
To be considered for this role, please provide evidence of the following skills and experience:

Qualifications/Experience

  • Five GCSEs at Grade C or level four (or equivalent), including English Language and Mathematics, or equivalent experience.
  • Experience in a busy office environment delivering front-line administrative services or relevant qualifications.
  • Ability to manage time effectively to meet deadlines and work under pressure without compromising quality.
Skills/Abilities/Knowledge

  • Strong spoken and written communication skills.
  • Proficient digital skills, including experience with digital devices, email, communication tools, Microsoft 365 applications, and financial systems.
  • Commitment to ongoing professional development.
  • Problem-solving abilities and the capacity to resolve straightforward issues independently and collaboratively.
  • Ability to provide guidance and support to colleagues and customers.
Desirable Criteria

Evidence of personal development to maintain skills.

How to Apply


To progress to the assessment stage, candidates must demonstrate each of the essential criteria outlined in the person specification above.

Desirable criteria should also be addressed where applicable. Please ensure you review any weighted criteria mentioned.
What You Are Required to Submit:

  • A CV
  • A covering letter detailing specific examples of how you meet the essential and desirable criteria.
Interviews are expected to take place soon.

Contact Information
If you have questions about the role, please reach out to the Senior Manager for Administration and Finance.


Typical Role Requirements

Service Delivery

  • Demonstrate a commitment to equality, diversity, and inclusion, aligning with the University's values.
  • Provide excellent and timely service to students, colleagues, and stakeholders.
  • Utilize experience and problem-solving skills to address routine issues, such as payment queries.
  • Accurately collect, organize, and record data and information, providing reports as needed.
  • Promote positive wellbeing arrangements for yourself and your team.
  • Adhere to relevant professional and regulatory standards, such as data protection.
  • Utilize standard office applications to deliver services effectively.
  • Update guidance on standard operating procedures followed by the team.
  • Coordinate meeting/event venues and travel arrangements for team members.
Teamwork

  • Resolve queries and respond to requests for information, escalating complex issues as necessary.
  • Assist the team in organizing and providing administrative services that support key activities.
  • Help ensure that products and services are adapted based on feedback and changing demands.
Communication/Liaison

  • Seek feedback from staff and stakeholders to ensure reasonable expectations are met.
  • Record information, such as bookings for activities/events, and respond to queries.
  • Liaise with staff in other areas and professional organizations to ensure efficient service delivery.
  • Collaborate with external suppliers and service providers to plan service delivery.
  • Support meetings, working groups, and committees by preparing documents and taking minutes.
  • Perform any other reasonable duties as required.
Please note that by submitting your application, you consent to the processing of your data in accordance with the University's Privacy Statement.

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